How to Format a Business Letter (With Examples)

Business letters are formal documents used to convey information, official requests, or responses between companies, clients, and employees.

If you want to make the best impression, you need to make sure your letter follows the proper format.

1. Align each section properly

If you’re using a letterhead, center-align it and left-align the rest of your business letter.

A business letter is typically written in block style (left-aligned), where all elements, including the address and sign-off, start at the left margin without indentation.

This will make it easier to read.

2. Use single spacing

Your letter should be single-spaced. Add a line between the date, address, salutation, and all paragraphs to clearly designate each section.

Leave four lines between the closing and your printed name to leave space for your signature if you’re printing your letter.

If you are including any other documents in your envelope, write ‘Enclosure’ 4 lines below your printed name.

3. Choose an easy-to-read font

Use an easy-to-read font like Times New Roman, Helvetica, Arial, Courier, or Geneva.

Set your font between 10 and 12 points in size to make sure it’s readable.

4. Add a line below your letterhead

If you’re using a letterhead, add a horizontal line underneath it. Refer to the example business letter above to see what a letterhead should look like.

5. Use 1-1 ½ inch margins

Keep your margins between 1 and 1½ inches.

Sample business letter template

You can copy-paste this template when writing your own business letter:

8 tips for writing a successful business letter

Now that you know how to format a letter, the following tips show you what to write in your business letter.

1. Use a letterhead

Most professional business letters include a letterhead. A letterhead comprises your name, phone number, and email address.

You can add these optional details to your letterhead too:

• Current job title
• Mailing address
• LinkedIn
• Twitter
• Website or online portfolio
• Pronouns

Using a letterhead helps your business letter look professional and helps the recipient find your contact information quickly, so adding a letterhead increases your chances of getting a reply.

2. Add the date

The date should be the day on which you completed the letter, written in the standard US “month, date, year” format (e.g., October 28, 2024). Add it underneath the letterhead.

3. Include the addressee’s details

Write the recipient’s (or “addressee’s”) address on the top left side underneath the date. Begin with the name of the addressee on the first line. Some research may be necessary to find the name (LinkedIn, the company’s website, and Google search are all great tools).

• Step 1: Beneath their name, write the recipient’s job title. If you’re unsure what their title is, try to find out. If they have no title, you can leave it blank.
• Step 2: Include the name of their company underneath the recipient’s job title.
• Step 3: Write out their company’s street address, city, state, and zip code. If it’s located outside of the United States, include the country after the city.

4. Use a professional salutation

The salutation (aka greeting) you use depends on the:

• title of your addressee
• how well you know them
• context of the letter

If you’re familiar with the addressee, use their first name (unless they’ve specifically asked you otherwise).

• if the addressee has a title such as Dr. or Prof., then use it unless you’re certain they prefer a more casual naming convention
• military or police titles such as Colonel or Inspector should be used
• if you don’t know the contact person or you’re addressing a group, use an appropriate greeting such as “Dear Sir or Madam,” “Dear Hiring Manager,” or “Dear Board of Directors,”.

It’s better to be too polite than too casual when choosing a greeting to use on a business letter.

Here are four ways to open your business letter:

• Dear Jessie Smith,
• Dear Mx. Smith,
• Dear Accounting Department,
• Dear [Company Name] Recruiter,

5. Write a polite paragraph or two to describe your reasons for writing

Your business letter’s body paragraphs are located under the greeting, and are where you explain why you’re reaching out to someone.

An effective business letter includes several paragraphs that inform, persuade, or convey gratitude. Here’s how to structure your letter:

• 1st paragraph: Get to your point quickly. Don’t wait until the second paragraph to tell your reader why you’re writing to them. If you’re writing a cover letter for a job, for instance, the reader might not even get to the second paragraph unless it’s immediately clear why you’re writing.
• 2nd and third paragraph: Use evidence and your persuasive skills to back up your main point. If you have other reasons, use an extra paragraph to further support your point with examples.
• Closing paragraph: Restate the point of the letter and include a call to action.

6. End with a clear call to action

Place your call to action in your closing paragraph. This is where you directly ask your reader to do something. If you’re unsure what you want to ask them to do, ask yourself, “What do I want my reader to do right after reading this letter?”

3 examples of calls to action:

“Please call me at [phone number] or email me at [email address] at your earliest convenience.”

“Please get in touch with me at your earliest convenience to schedule a meeting.”

“I’d be grateful if you would refund me $47 for this product because it’s defective.”

7. Close your letter professionally

All business letters, from job acceptance letters to letters of resignation, should close with a positive sign-off such as “Sincerely,”. Remember to only capitalize the first word of this closing line, and leave four lines of space between the closing line and your typed name to make room for your signature if you’re printing out your letter.

8. Use ‘Enclosure’ if you have other documents in your envelope

“Enclosure” is the printed letter version of the “see attachment” note in an email. It tells the reader another document should be in the envelope, and helps prevent them from overlooking that document.

Frequently asked questions about how to format a business letter

Still have questions? We have compiled answers to some of the most common questions about business letter formatting below:

What are the 15 parts of a business letter?

Here are 15 elements of a formal business letter:

1. Letterhead
2. Sender’s address
3. Date of finishing the letter
4. Recipient’s name and address
5. Salutation
6. Body paragraphs
7. Call to action/reason for writing
8. Complimentary close
9. Signature
10. Typed name
11. Title/position (if applicable)
12. Subject line (optional)
13. Enclosures (if any)
14. Carbon copy (cc) notation (if applicable)
15. Postscript (P.S.) (optional)

What is the standard format for a business letter?

Except for the letterhead, a business letter is typically written in block style, where all elements start at the left margin without indentation.

Always include:

• Letterhead
• Sender’s address
• Date
• Recipient’s address
• Salutation
• Body paragraphs (single-spaced, with a blank line between paragraphs)
• Closing
• Signature
• Typed name and title

A business letter should be written using a professional font like Arial or Times New Roman in 10-12 point size, and have 1-inch margins on all sides.

How to write a good business letter?

To write a good business letter you should:

• Use proper format and layout
• Address recipient correctly
• State purpose clearly in the opening
• Keep content concise and relevant
• Use a professional, courteous tone
• Organize your ideas logically
• Proofread
• Close with clear action or next steps
• Include all necessary contact information
• Use quality paper if printing

Tailor your content to your audience and objectives. Be direct but polite, and ensure all information is accurate and up-to-date.